EVA

Job Description

We are looking for an experienced Executive Virtual Staff to support a growing conference and events business based in Lausanne, Switzerland. Requirements Proven experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or in a similar support role - Strong proficiency in Google Sheets and/or Microsoft Excel - Excellent organizational and time management skills - Strong attention to detail and high level of accuracy - Comfortable handling numbers, tracking systems, reports, and records management - Experience with basic bookkeeping, expense tracking, and financial documentation - Excellent written and verbal English communication skills - Ability to work independently with minimal supervision - Strong follow-up skills and accountability mindset - Ability to manage multiple priorities in a fast-paced environment - Experience maintaining spreadsheets, trackers, and organized digital filing systems - Ability to handle email management, inbox organization, and follow-up communications professionally - Capacity and commitment to work 40\+ hours per week following CET timezone requirements - Reliable internet connection and dedicated remote work setup Responsibilities Executive \& Administrative Support - Manage and organize executive checklists, trackers, and operational spreadsheets - Maintain organized digital filing systems according to dates and categories - Handle email management, including monitoring inboxes, organizing messages, drafting responses, and follow-ups - Conduct calls and follow-up communications with sponsors, partners, and stakeholders - Track outstanding action items and ensure timely completion - Maintain accurate records and documentation Event Coordination \& Sponsorship Support - Assist with event follow-ups and coordination activities - Support sponsorship onboarding processes - Prepare and manage sponsorship travel checklists and coordination requirements - Track deadlines, confirmations, and event-related deliverables - Ensure proper documentation and monitoring of sponsorship requirements Financial Tracking \& Bookkeeping Support - Monitor and record receipts, expenses, and financial documentation - Track corporate expenses and outstanding financial items - Maintain spreadsheet-based expense tracking systems - Assist with basic bookkeeping and financial recording - Ensure proper organization and filing of financial records by date - Keep accurate logs and trackers for operational and financial reporting Spreadsheet \& Tracking Management - Create, maintain, and update spreadsheets regularly - Monitor data accuracy and consistency across trackers - Organize operational, event, and financial data efficiently - Generate organized reports and summaries when needed - Ensure all trackers are updated in real-time and properly maintained Pay: Php58,000\.00 - Php62,000\.00 per month Benefits Additional leave Company Christmas gift Company events Health insurance Paid training Pay raise Work from home Application Question(s): Years of experience working as a Freelancer or as a Virtual Assistant (DO NOT include any time spent working from home due to the pandemic if your role was originally office-based.) Are you comfortable using Hubstaff for time tracking? It’s required for all our VAs—just screenshots, no videos. Do you have a main and backup computer? This is strictly required as we conduct system checks. Do you have a main and backup internet? This is strictly required as we conduct system checks. Experience: Supporting EUROPEAN clients: 1 year (Preferred) EVA or Remote Executive Assistant: 1 year (Preferred) Bookkeeping: 1 year (Preferred) Work Location: Remote